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Special Events Coordinator, IS-0301-12/13 Application Deadline: 6 June 2025 Department: National Museum of Natural History Employment Type: Full Time Location: Washington, DC Compensation: $101,401 - $156,755 / year Description OPEN DATE: May 23, 2025 CLOSING DATE: June 6, 2025 *This job may close once 200 applications are received which may be sooner than the closing date.* POSITION TYPE: Trust Fund APPOINTMENT TYPE: Indefinite PROMOTION POTENTIAL: IS-0301-13, if selected at IS-12 level SCHEDULE: Full Time DUTY LOCATION: Washington, DC Position sensitivity and risk Non-sensitive (NS)/Low Risk Open to all qualified applicants, including current Smithsonian employees What are Trust Fund Positions? Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts. Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status. The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side. Trust employees have their own benefit program, which may include Health, Dental & Vision Insurance, Life Insurance, Transit/Commuter Benefits, Accidental Death and Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Plan, Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Credit Union, Smithsonian Early Enrichment Center (Child Care), Flexible Spending Account (Health & Dependent Care). Conditions of Employment Pass Pre-employment Background Check and Subsequent Background Investigation for position designated. Complete a Probationary Period. Maintain a Bank Account for Direct Deposit/Electronic Transfer. The position is open to all candidates eligible to work in the United States. Proof of eligibility to work in U.S. is not required to apply. Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement. Position requires walking, long periods of standing, long days and evenings in busy times including on weekends. OVERVIEW Come join a dedicated and creative team at an exceptional time for the Smithsonian, an institution with a bold vision for the future: to build a better tomorrow for all. The Smithsonian Institution is the world’s largest museum, education, and research complex. The National Museum of Natural History (NMNH) is part of the Smithsonian’s unique complex and is one of the most visited museums in the United States. Its mission is to promote understanding of the natural world and our place in it. NMNH has a collection of 148 million specimens and artifacts. Each one reflects a moment in space and time and in these moments, we find Earth’s story. The National Museum of Natural History is seeking an experienced candidate to fill the Special Events Coordinator position. The position is located in the Office of Special Events, National Museum of Natural History (NMNH), which has the responsibility for planning and organizing a variety of complex and high-level events at the museum, including galas, receptions, dinners, conferences, and board meetings. This position will report to the Director of Special Events. DUTIES AND RESPONSIBILITIES Develops, plans, and oversees NMNH events, both small and large, sometimes on short notice, including exhibition openings, conferences, ceremonies, formal dinners and receptions hosted by the Secretary, the NMNH Director, and other Smithsonian officials. Oversees caterers/suppliers, ensures they work within the established budgets and provides appropriate oversight at events. Prepares briefings for hosts and other officials with information regarding seating, agenda and guest list, ensuring that all plans follow protocol. Determines the appropriateness of an outside organization’s request to use Smithsonian facilities for a special event based on policy, qualifications, and the outside organization’s request. Analyzes the requirements for each rental event and conducts internal walkthroughs and meetings with the client, vendors and internal SI staff to compose and distribute a comprehensive memorandum outlining arrangements. Assists in formulating and composing NMNH procedures and standards governing special events activities at NMNH and assists management in their implementation. QUALIFICATION REQUIREMENTS Experience: To qualify for this position, applicants must possess 3-5 years of related experience (described below). Successful candidates will possess strong leadership and communications skills, strong organizational skills, and the initiative and ability to work independently. Experience with a complex higher education or large cultural organization is preferred. For the Grade 12 : Applicants must have one year of specialized experience equivalent to grade level 11 that is close to or similar to the work of this job . For this position, specialized experience is defined as experience 1) applying knowledge of a comprehensive range of principles, concepts, and technical practices concerning special events planning within the setting of a complex higher education or a large cultural organization; 2) conducting public contact, performing administrative tasks, marketing development, and coordinating numerous complex projects at one time; 3) analyzing interrelated issues of effectiveness, efficiency, and productivity of substantive mission-oriented programs; 4) with support, demonstrating mature judgment and a high degree of self-motivation, tact, reliability, written and oral persuasion, ability to think on one's feet during special events or meetings, and ability to work under stress and meet deadlines. For the Grade 13 : Applicants must have one year of specialized experience equivalent to grade level 12 that is close to or similar to the work of this job. For this position, specialized experience is defined as experience 1) demonstrating a mastery of a comprehensive range of principles, concepts, and technical practices concerning special events planning within the setting of a complex higher education or a large cultural organization; 2) independently managing extensive public contact, several ongoing administrative tasks, marketing development, and coordinating numerous complex projects simultaneously; 3) extensive experience analyzing interrelated issues of effectiveness, efficiency, and productivity of substantive mission-oriented programs; 4) independently demonstrating mature judgment and a high degree of self-motivation and independence, as well as initiative, tact, reliability, written and oral persuasion, the ability to think on one's feet during special events or meetings, and work under stress to meet deadlines; 5) managing work that is complicated by the impact of changes in regulatory requirements, long-range program goals and objectives, political, economic, and social consequences of changes in the type or number of services provided,; or the changing nature of the program's clients and beneficiaries. In addition, candidates will be evaluated on the following competencies: For all grades: Knowledge of administrative policies, practices and regulations applicable to the administration and coordination of special events. Knowledge of and experience in handling special events, especially in the areas of event design, protocol, international and government relations, logistics, and overall propriety. Knowledge of the structure and protocol policies of the U.S. Government, foreign nations, and the corporate world for planning special events. Knowledge of business management as related to special events in order to track events revenue and expenses, design and follow budgets, solicit vendors. Skill in oral and written communications in order to exchange information; explain Museum policies to corporate executives and other potential donors; draft a variety of written documents; and resolve operational issues. For Grade 13: Knowledge of strategic planning methods and practices for special event marketing activities to the corporate, public relations, and the special events communities in order to design and implement outreach techniques. Ability to interact diplomatically and effectively and on a sustained basis with major donors, board members, and high-level government officials on behalf of the Smithsonian. There is no education requirement for this position. Join us in "Inspiring Generations through Knowledge and Discovery." To Apply: Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week. Any false statement in your application may result in rejection of your application and may also result in termination after employment begins. What To Expect Next: Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager. Relocation expenses are not paid. The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact NMNHStaffing@si.edu . Determinations on requests for reasonable accommodation will be made on a case-by-case basis. To learn more, please review the Smithsonian’s Accommodation Procedures : Individuals with Disabilities | Smithsonian Institution The Smithsonian Institution is an Equal Opportunity Employer . We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs. See Smithsonian EEO program information: Office of Equal Opportunity | Smithsonian Institution #J-18808-Ljbffr Smithsonian Institution

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